A defect log that suppliers can act on

A useful defect log lets the supplier reproduce the problem and lets the buyer verify the fix. Give each issue an ID and link it to the exact sample and specification revision. “Bad quality” is a conclusion without an actionable observation.

Describe the gap

Record the expected requirement, actual result, measurement or photo, test conditions, quantity affected, and preliminary severity. Identify whether the issue is product function, dimensions, appearance, documentation, or packaging. Do not mix a proposed improvement with a failure against the agreed specification.

Close with evidence

Assign an owner and date for cause analysis and corrective proposal. When a revised sample arrives, retest the failed feature and any linked features that could have changed. Keep the old defect entry, marking it verified closed only after the evidence passes. If the buyer accepts a deviation, document its scope and duration; do not relabel the failed sample as if it met the original requirement.

Worked defect entry

Sample S-11 fails a hinge test: observed force 9 N against an agreed 5–7 N limit. In the sample review tool, mark function “Deviation” and enter “D-04; 9 N; method T-2; video file; supplier response due 14 October” in notes. Copy the record into the defect log with an owner. Common error: writing “hinge too stiff” without the test method or sample revision. When S-12 arrives, keep D-04 open until the same check passes.

Source context: ISO — ISO 9001 quality management systems supports this limited point: ISO 9001 specifies quality-management-system requirements, not a product-specific inspection result. The buyer procedure above is Suppliers Help editorial guidance. Source checked 2026-09-27.